Configuration and Maintenance Guide for Cisco Unified MeetingPlace Express Release 1.2
Configuring E-Mail Notifications for Cisco Unified MeetingPlace Express
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Configuring E-Mail Notifications for Cisco Unified MeetingPlace Express

Table Of Contents

Configuring E-Mail Notifications for Cisco Unified MeetingPlace Express

Restrictions for E-Mail Notifications

Requirements for E-Mail Notifications

Information About E-Mail Notification Templates and Language Property Files

E-Mail Notification Template Formats: HTML and Plain Text

E-Mail Notification Template Types

How the Mail System Works

How to Configure E-Mail Notifications

Configuring SMTP Servers

Configuring E-Mail Notification Settings for a User Group

Configuring E-Mail Notification Settings for a User Profile

Deleting E-Mail Notifications in the Queue

Editing Templates for E-Mail Notifications

Downloading a Language Property File

Uploading the Language Property File

Editing a Language Property File

Example of Modifying an E-Mail Notification Template and a Language Property File


Configuring E-Mail Notifications for Cisco Unified MeetingPlace Express


Revised: October 18, 2006, OL-11374-01

Cisco Unified MeetingPlace Express generates e-mail notifications and sends them to the meeting scheduler and invitees whenever the following events occur:

Meeting is scheduled

Meeting is rescheduled

Meeting is cancelled—one occurrence

Meetings are cancelled—all occurrences of a recurring meeting

You can also send an e-mail blast to a user group or all profiled users.

Topics in this section include:

Restrictions for E-Mail Notifications

Requirements for E-Mail Notifications

Information About E-Mail Notification Templates and Language Property Files

How to Configure E-Mail Notifications

Example of Modifying an E-Mail Notification Template and a Language Property File

The content in this chapter applies only to the Cisco Unified MeetingPlace Express system and not to the Cisco Unified MeetingPlace Express VT system.

Restrictions for E-Mail Notifications

The following restrictions apply to e-mail notifications:

E-mail notifications are not generated for reservationless meetings.

E-mail notifications are not sent when only the meeting length is modified for a scheduled meeting.

E-mail notification tags are case-sensitive.

E-mail notification graphics cannot be modified or replaced. Also, new graphics cannot be added to e-mail notifications.

Only the first eighteen characters of the meeting subject appears in e-mail notifications.

Related Topics

Information About E-Mail Notification Templates and Language Property Files

Information About Reservationless Meetings, page 5-6

Configuring E-Mail Notifications for Cisco Unified MeetingPlace Express

Requirements for E-Mail Notifications

The following requirements apply to e-mail notifications:

Cisco Unified MeetingPlace Express must be configured to use an external Simple Mail Transfer Protocol (SMTP) server.

User profiles must be enabled to send and receive e-mail notifications.

User profiles must contain e-mail addresses for the users to send and receive e-mail notifications.

Related Topics

Configuring SMTP Servers

About This Page: SMTP Server Configuration, page C-133

Modifying User Profiles, page 8-31

About This Page: Add User Profile, page C-16

Information About E-Mail Notification Templates and Language Property Files

E-mail notification templates specify the information to include in the e-mail notifications. The templates also determine the order and formatting used to present the specified information.

Although e-mail notification templates are editable, they are designed to be language-independent by containing tags instead of actual e-mail message content. Each tag is translated by the Cisco Unified MeetingPlace Express mail system into text defined in editable language property files. A unique language property file is available for each language you install and enable on the Cisco Unified MeetingPlace Express server.

Topics in this section include:

E-Mail Notification Template Formats: HTML and Plain Text

E-Mail Notification Template Types

How the Mail System Works

E-Mail Notification Template Formats: HTML and Plain Text

Each e-mail notification template comes in two formats: HTML and plain text. Only the HTML format includes graphics. The E-mail format field in the user profile determines which format is used for e-mail notifications sent to each user.


Note If you modify an e-mail notification template, you must modify both the HTML and plain text formats to keep them consistent with each other. Otherwise, users may receive different information about the same meeting, depending on the E-mail format setting in each user profile.


Related Topics

Information About E-Mail Notification Templates and Language Property Files

E-Mail Notification Template Types

Table 14-1 lists and describes the available e-mail notification templates.

Table 14-1 E-Mail Notification Templates 

Template
Description

EmailBlast

Sends one or all user groups an e-mail message from the system administrator. Typically used to inform users of maintenance tasks that may affect their ability to use Cisco Unified MeetingPlace Express. See the "Sending E-Mail Blasts" section.

Restriction: This template is not used in Microsoft Outlook notifications.

NotifyCancel

Notifies the meeting scheduler and invitees that a single-occurrence meeting was cancelled, or that one occurrence of a recurring meeting was cancelled.

Restriction: This template is not used in Microsoft Outlook notifications.

NotifyCancelAll

Notifies the meeting scheduler and invitees that all occurrences of a recurring meeting were cancelled.

Restriction: This template is not used in Microsoft Outlook notifications.

NotifyReSchedule

Notifies the meeting scheduler and invitees that the meeting was rescheduled.

Restriction: This template is not used in Microsoft Outlook notifications.

NotifySchedule

Notifies the meeting scheduler and invitees of a new scheduled meeting.

NotifyScheduleRes

Notifies invitees about a reservationless meeting.

Restriction: This template is used only in Microsoft Outlook notifications. This template is available only when the exchange license is installed on the system.


Related Topics

Editing Templates for E-Mail Notifications

Information About E-Mail Notification Templates and Language Property Files

Integrating Cisco Unified MeetingPlace Express With Microsoft Outlook, page B-1

How the Mail System Works

The Cisco Unified MeetingPlace Express mail system uses the following process to send e-mail notifications to users:

1. The mail system selects the appropriate template, depending on the type of e-mail notification that is required. The templates are listed in Table 14-1.

2. The mail system identifies the tags in the template:

a. Plain text in the template is left as plain text in the e-mail notification.

b. A dollar sign ($) indicates the beginning of a tag that is replaced by the definition in the language property file. For example:

$notify_to_join_meeting 

c. A space or the end of a line indicates the end of a tag.

3. The mail system checks which language property file to use, depending on the Language configured in the e-mail recipient's user profile.

4. The mail system creates the e-mail notification by translating the tags in the template to the matching tag definitions in the language property file:

a. An equal (=) sign indicates the beginning of a tag definition. For example:

notify_to_join_meeting = To join the meeting 

b. The end of a line indicates the end of a tag definition.

c. For each match, the mail system replaces the tag with the content defined in the language property file.

d. If there is no match, the tag is included in the e-mail notification, including the dollar sign ($).

e. Tag definitions may contain tags that are defined by other system components, such as the scheduler. For example:

notify_details=The meeting details are: 
notify_id=ID: $cisco_MTGID

The scheduler component typically defines tags that appear on the Schedule end-user page, such as the scheduler name, meeting subject, and start time.

5. The mail system sends the completed e-mail notification to the SMTP server.

Related Topics

Information About E-Mail Notification Templates and Language Property Files

How to Configure E-Mail Notifications

How to Configure E-Mail Notifications

Topics in this section include:

Configuring SMTP Servers

Configuring E-Mail Notification Settings for a User Group

Configuring E-Mail Notification Settings for a User Profile

Deleting E-Mail Notifications in the Queue

Editing Templates for E-Mail Notifications

Downloading a Language Property File

Uploading the Language Property File

Editing a Language Property File

Configuring SMTP Servers

This topic describes how to configure the Cisco Unified MeetingPlace Express system to connect to external SMTP servers, through which e-mail notifications are sent.

The system allows the configuration of two SMTP servers. At least one SMTP server must be configured for Cisco Unified MeetingPlace Express to send e-mail notifications. After the initial system startup, Cisco Unified MeetingPlace Express uses the primary SMTP server to send e-mail notifications.

If the system fails to send e-mail notifications through the primary SMTP server, then the system immediately switches to using the secondary SMTP server, if configured. The system continues to use the secondary SMTP server until a problem occurs; then the system automatically switches to using the primary SMTP server. In general, if Cisco Unified MeetingPlace Express fails to send e-mail notifications through an SMTP server, then the system automatically switches to the other configured SMTP server.

Procedure


Step 1 Log in to Cisco Unified MeetingPlace Express.

Step 2 At the top of the page, click Administration.

Step 3 On the left side of the page:

a. Click System Configuration.

b. Click E-Mail Service Administration.

c. Click SMTP Server Configuration.

Step 4 Configure the fields, which are described in the "Fields on the SMTP Server Configuration Page" section on page C-133.

Step 5 Click Save.


Related Topics

About This Page: SMTP Server Configuration, page C-133

Sending E-Mail Blasts

Configuring E-Mail Notification Settings for a User Group

This topic describes how to configure the behavior of e-mail notifications for particular users, including:

Whether or not e-mail notifications are sent when a particular user schedules or changes a meeting.

Whether or not e-mail notifications include a list of participants or meeting passwords.

Whether or not certain users receive e-mail notifications when they are invited to a meeting.

Before You Begin

Avoid changing e-mail notification settings once Cisco Unified MeetingPlace Express is in use, because users might already rely on a certain behavior, such as having all invited meeting participants receive e-mail notifications for new or changed meetings. Changing that behavior may result in lost productivity. If you must change the e-mail notification settings after Cisco Unified MeetingPlace Express has been in use, then make sure that you alert your users to the changes.

You can configure the e-mail notification settings in user groups or user profiles. We recommend that you configure the settings in user groups to help you keep e-mail notification settings as consistent as possible across your user base. For information about how to configure e-mail notification settings for a user profile, see the "Configuring E-Mail Notification Settings for a User Profile" section.

Procedure


Step 1 Log in to Cisco Unified MeetingPlace Express.

Step 2 At the top of the page, click Administration.

Step 3 On the left side of the page, click User Configuration; then, User Group Management.

Step 4 Take one of the following actions:

To configure an existing user group, click Edit.

To configure a new user group, click Add New. Configure the required fields, which are marked with an asterisk.

Step 5 From the Group Defaults section, configure E-mail format.

Step 6 From the Sending Notifications section, configure the following fields:

Enable for meeting

Priority

Send if meeting changes

Include participants list

Include password

Step 7 From the Receiving Notifications section, configure Enable to receive.

Step 8 Click Save.


Related Topics

About This Page: Add User Group, page C-9

About This Page: Add User Profile, page C-16

Configuring E-Mail Notification Settings for a User Profile

Before You Begin

Avoid changing e-mail notification settings once Cisco Unified MeetingPlace Express is in use, because users might already rely on a certain behavior, such as having all invited meeting participants receive e-mail notifications for new or changed meetings. Changing that behavior may result in lost productivity. If you must change the e-mail notification settings after Cisco Unified MeetingPlace Express has been in use, then make sure that you alert your users to the changes.

You can configure the e-mail notification settings in user groups or user profiles. We recommend that you configure the settings in user groups to help you keep e-mail notification settings as consistent as possible across your user base. For information about how to configure e-mail notification settings for a user group, see the "Configuring E-Mail Notification Settings for a User Group" section.

Procedure


Step 1 Log in to Cisco Unified MeetingPlace Express.

Step 2 At the top of the page, click Administration.

Step 3 On the left side of the page, click User Configuration; then, User Profile Management.

Step 4 Take one of the following actions:

To configure an existing user profile, click Edit.

To configure a new user profile, click Add New. Configure the required fields, which are marked with an asterisk.

Step 5 From the Identification section, configure E-mail format.

Step 6 From the Sending Notifications section, configure the following:

Enable for meeting

Priority

Send if meeting changes

Include participants list

Include password

Step 7 From the Receiving Notifications section, configure Enable to receive.

Step 8 Click Save.


Related Topics

About This Page: Add User Group, page C-9

About This Page: Add User Profile, page C-16

Deleting E-Mail Notifications in the Queue

This topic describes how to view and delete e-mail notifications that are waiting to be sent to end users.

Procedure


Step 1 Log in to Cisco Unified MeetingPlace Express.

Step 2 At the top of the page, click Administration.

Step 3 On the left side of the page:

a. Click Reports.

b. Click E-Mail Notification Queue Status Report.

Any e-mail notifications that are waiting to be sent are displayed on the E-Mail Notification Queue Status Report page.

Step 4 To delete e-mail notifications that are in the queue, do one of the following:

To delete one or more e-mail notifications, check the check boxes for those you want to delete, and click Delete Notification(s).

To delete all e-mail notifications, click Delete All.


Related Topics

About This Page: E-Mail Notification Queue Status Report, page C-61

Displaying the E-Mail Notification Queue, page 10-13

Editing Templates for E-Mail Notifications

This topic describes how to modify the content and appearance of e-mail notifications.

Before You Begin

Read the "Information About E-Mail Notification Templates and Language Property Files" section.

Changes to the e-mail notification templates affect all e-mail sent from the server. You cannot customize an e-mail notification template for a single user.

If you plan to modify any language property files while editing the e-mail notification templates, then we recommend that you first save a copy of the existing language property files, in case you want to return to the previous versions. See the "Downloading a Language Property File" section.

Procedure


Step 1 Log in to Cisco Unified MeetingPlace Express.

Step 2 At the top of the page, click Administration.

Step 3 On the left side of the page:

a. Click System Configuration.

b. Click E-Mail Service Administration.

c. Click E-Mail Notification Template Configuration.

Step 4 Using Table 14-2, decide whether to use the basic editing page or the advanced editing page to edit the e-mail notification master templates.

Table 14-2 Basic and Advanced Master Template Editing Functionality 

Editing Functionality
Basic
Advanced

Template selection

Yes

Yes

Format selection between HTML and text

Yes

Yes

Language selection

Yes

HTML text area WYSIWYG editor

Yes

Yes

Language property file editor

Yes

Preview

Yes

Yes


Step 5 Click one of the following:

Edit Master Template (Basic)

Edit Master Template (Advanced)

The selected Edit Master Template page appears.

Step 6 Modify the master template for e-mail notifications. See the following topics:

About This Page: Edit Master Template (Basic), page C-53

About This Page: Edit Master Template (Advanced), page C-51

Step 7 To preview the template, click Preview.

Step 8 Close the preview window when finished.

Step 9 To save your template changes, click Save.


Tips

Tags are case-sensitive.

The HTML templates display only the size and location of each graphic. The actual graphics cannot be previewed through the Administration Center and are displayed only in actual e-mail notifications.

To return values to the previously saved settings, click Reset.

To exit the page without saving changes, click Cancel.

For an example, see the "Example of Modifying an E-Mail Notification Template and a Language Property File" section.

Related Topics

Information About E-Mail Notification Templates and Language Property Files

Downloading a Language Property File

Configuring E-Mail Notification Settings for a User Group

Downloading a Language Property File

This topic describes how to download a language property file from Cisco Unified MeetingPlace Express.

This task is useful for saving a copy of a working language property file before you edit it, in case you decide to revert back to the previous version. You can also download a language property file to your PC, modify it using a text editor such as WordPad, and then upload the language property file to Cisco Unified MeetingPlace Express.

Procedure


Step 1 Log in to Cisco Unified MeetingPlace Express.

Step 2 At the top of the page, click Administration.

Step 3 On the left side of the page:

a. Click System Configuration.

b. Click E-Mail Service Administration.

c. Click E-Mail Notification Template Configuration.

d. Click Download a Language Property File.

Step 4 Choose the language property file to download.

Step 5 Click Download.

Step 6 To open and view the language property file, follow these steps:

a. Click Open.

b. If you are prompted with an Open With dialog box, then choose a text editor, such as WordPad.

Step 7 To save the language property file, follow these steps:

a. Click Save.

b. In the Save As dialog box, use the Save in drop-down list to navigate to the directory where you want to save the exported file. Click Save.

c. If the Download Complete dialog box appears, click Close.


Related Topics

Information About E-Mail Notification Templates and Language Property Files

Uploading the Language Property File

About This Page: Download a Language Property File, page C-48

Uploading the Language Property File

This topic describes how to upload a language property file from a PC to Cisco Unified MeetingPlace Express.

Performing this task is useful if you modify the language property file and decide to revert to a previously downloaded language property file. You can also upload a language property file that you modified on your PC.

Before You Begin

Uploaded language property files must have the exact same case-sensitive filename as an existing language property file on the system. For example, the U.S. English language property file name is Templates_en_US.properties.

To see the valid filename of a language property file, complete Step 1 through Step 5 in the "Downloading a Language Property File" section. Then click Save. The filename appears in the Save As window.

Procedure


Step 1 Log in to Cisco Unified MeetingPlace Express.

Step 2 At the top of the page, click Administration.

Step 3 On the left side of the page:

a. Click System Configuration.

b. Click E-Mail Service Administration.

c. Click E-Mail Notification Template Configuration.

d. Click Upload a Language Property File.

Step 4 In the Language Name field, select the language.

Step 5 In the Choose language file to upload field, click Browse and select the correct file.

Step 6 Click Upload.


Related Topics

Information About E-Mail Notification Templates and Language Property Files

Downloading a Language Property File

About This Page: Upload a Language Property File, page C-143

Editing a Language Property File

This topic describes how to modify the a language property file, which defines the language translations of tags used in the e-mail notification templates.

Before You Begin

Read the "Information About E-Mail Notification Templates and Language Property Files" section.

Changes to the language property files affect all e-mail sent from the server. You cannot customize language property files or e-mail notification templates for a single user.

If you plan to modify a language property file through the Cisco Unified MeetingPlace Express Administration Center, then we recommend that you first save a copy of the existing language property file, in case you want to return to the previous version. See the "Downloading a Language Property File" section.

Procedure


Step 1 Log in to Cisco Unified MeetingPlace Express.

Step 2 At the top of the page, click Administration.

Step 3 On the left side of the page:

a. Click System Configuration.

b. Click E-Mail Service Administration.

c. Click E-Mail Notification Template Configuration.

d. Click Edit Language Property File.

Step 4 In the Language: field, choose the language property file to edit.

Step 5 Modify the language property file.

Step 6 To save your template changes, click Save.


Tips

Tags are case-sensitive.

To return values to the previously saved settings, click Reset.

To exit the page without saving changes, click Cancel.

Because the same tags are used in multiple templates, you should preview all templates after modifying a language property file. See the "Editing Templates for E-Mail Notifications" section.

For an example, see the "Example of Modifying an E-Mail Notification Template and a Language Property File" section.

Related Topics

Information About E-Mail Notification Templates and Language Property Files

Downloading a Language Property File

Editing Templates for E-Mail Notifications

Example of Modifying an E-Mail Notification Template and a Language Property File

This example shows how to do the following:

Add a new tag, called $custom_greeting, to an e-mail notification template.

Define the tag in a language property file.


Note If you enable multiple languages on your system, then you must define new tags in all language property files.


The following sample shows the placement of the new tag at the beginning of an e-mail notification template:

$custom_greeting
$notify_meeting_subject $notify_meeting_name
$notify_date_time $notify_when
$notify_dur $notify_duration
$notify_frequency $notify_recur_pattern

The following sample shows the definition of the new tag in the U.S. English language property file:

##############################################
##   English (USA) language property file   ##
##############################################

## ALL TEMPLATES
notify_title=Cisco Unified MeetingPlace Express meeting notification
$custom_greeting=Good day. You have been invited to the following meeting:
notify_details=The meeting details are: 
notify_mtg_id=Meeting ID:
notify_meeting_id=$cisco_MTGID
notify_id=ID: $cisco_MTGID

Related Topics

Editing Templates for E-Mail Notifications

Editing a Language Property File

Information About E-Mail Notification Templates and Language Property Files